Residential Coordinator

Shape the Future of Property Management - One Resident at a Time

Transform communities, elevate resident experiences, and make your mark in the global real estate industry with a career that lets you lead and thrive. You'll gain international opportunity, make your mark in property management, and leave a lasting legacy - all while staying rooted in Baguio City. It's your moment to embrace growth and go beyond boundaries.

Job Description

As a Residential Coordinator, you'll oversee tenant relations, coordinate leasing and maintenance operations, manage financial activities, and optimize property management processes - ensuring smooth, efficient, and high-quality service that enhances both tenant satisfaction and property value.

Job Overview

Employment type: Full-time
Shift: Night shift
Salary: PHP25,000
Work setup: Hybrid, Baguio City

Exciting Perks Await

• Competitive Salary Package
• Night differential pay to maximize your earnings
• HMO coverage with free dependent upon regularization
• Hybrid work arrangement
• Prime office location in Baguio (Conveniently accessible by PUVs, with nearby restaurants and banks)
• Fixed weekends off
• Emapta customized laptop
• Unlimited upskilling through Emapta Academy courses (Want to know more? Visit )
• Free 24/7 access to our office gyms (Ortigas and Makati) with a free physical fitness trainer
• Exclusive Emapta Lifestyle perks (hotel and restaurant discounts, and more)
• Unlimited opportunities for employee referral incentives across the organization
• Standard government and Emapta benefits
• Total of 20 annual leaves to be used at your own discretion (including 5 credits convertible to cash)
• Fun engagement activities for employees
• Mentorship and exposure to global leaders and teams
• Career growth opportunities
• Diverse and supportive work environment

The Qualifications We Seek

• A minimum of 2 years of experience in leasing or property management is preferred
• Knowledge of relevant laws and statutes is an advantage
• Demonstrated leadership, critical thinking, and strong organizational skills
• Excellent verbal and written communication skills with efficient time management
• Ability to multitask and manage multiple projects simultaneously
• Proficiency in commonly used computer software and programs, with expertise in Propertyware
• Friendly, professional demeanor with attention to detail and the ability to work independently

Your Daily Tasks

Onboarding

• Support the team with property onboarding steps by ensuring the PMS is accurately updated with relevant information, such as insurance policies and details. Additionally, upload all necessary documents to Google Drive for smooth integration into the management portfolio.
• Verify that homeowners' association (HOA) rules and regulations are up-to-date and correctly documented in the management system where required.

Marketing & Listing Management

• Send out legally required notices to tenants.

Lease Preparation

• Draft rental management agreements for signature and confirm that all tenant-related charges, such as security deposits, are fully paid. Accurately input data into lease agreements, ensuring all details are correct, including updates on late fees and terms for Resident Benefit programs. Submit the finalized agreements for peer review by the onshore team to ensure compliance with legal and company standards.
• Manage the procedure for charging leasing commissions or renewal fees to the property owners, ensuring transparency and compliance with contractual agreements.
• Coordinate sending lease documents to homeowners associations (HOAs) and update the Top Producer system to reflect current lease statuses and tenant information. Ensure all processes align with operational guidelines and contribute to streamlined, efficient leasing operations.

Move-In Coordination

• Manage the move-in process by verifying that all leases are signed and payments are received prior to the tenant's arrival. Foster clear and consistent communication to ensure a seamless transition for tenants into their new homes.
• Ensure that utilities have been successfully transferred and set up in the tenant's name before their move-in.
• Actively communicate with incoming tenants to provide necessary information regarding their move-in, including answering any questions and providing details on key pickup and property access.
• Collaborate with team members to ensure all preparations are completed, and the property is fully ready for the tenant's arrival, creating a welcoming and well-organized move-in experience.
• Provide welcome packets to tenants with essential property information and guidelines, and coordinate annual rental licensing and municipal occupancy inspections as required.

Utility Management

• Manage utility account setups and adjustments, ensuring tenants have services in their names and are billed correctly.
• Submit check requests for various property-related payments.
• Recognize when utility bills are missing or high, and escalate accordingly.

Tenancy Management

• Act as the main point of contact for all tenant issues post move-in, managing tenant portal inquiries, overseeing document and data management, addressing violations, and handling tenant charges and notices.
• Efficiently process incoming tenant requests through Zendesk and Dialpad, ensuring a quick response time and resolution. This includes, but is not limited to, managing roommate switch requests, providing tenants with options for lease breaks, and handling requests for adding a pet or parking through lease amendments.
• Oversee the issuance of lease violations and the application of associated charges. Ensure all actions comply with lease terms and legal requirements, and communicate these charges and their reasons to the affected tenants.
• Escalate tenant issues when necessary.

Rent Collections

• Track and oversee the rent collection process, ensuring timely receipt and accurate recording of payments.
• Monitor and follow up on payment plans set up by the Leasing Coordinator, ensuring tenant compliance and resolving any issues that may arise.
• Assist with tracking and managing late rent payments, coordinating with the Property Manager and Leasing Coordinator as needed.
• Follow up with tenants regarding their payment intentions, particularly when late payments have not been received by the due date.
• Develop strategies in consultation with the Leasing Coordinator to minimize rent arrears, focusing on improving communication and payment options for tenants to enhance the efficiency of the rent collection process.

Specific Steps Handled by the Assistant Property Manager

• Issue the first past-due notice (First PET) to tenants whose payments are overdue.
• Coordinate with the Property Manager and Leasing Coordinator to implement payment plans or take further action if necessary.
• Maintain detailed records of all communication and actions regarding late payments and tenant follow-ups.

Maintenance Management

• Collaborate with the Maintenance Department to oversee and resolve outstanding work orders weekly.
• Act as a liaison between tenants and the maintenance team to ensure clear communication and timely resolution of maintenance issues.
• Monitor maintenance requests to identify patterns indicating more significant property issues, recommending preventive measures to property owners.
• Schedule maintenance work directly with vendors as needed, ensuring the work is completed satisfactorily and the invoice is submitted accurately.

Move-Outs/Turnovers

• Coordinate move-out notifications and pre-move-out procedures to ensure a smooth transition for tenants vacating properties. This includes overseeing the scheduling of final inspections and managing the communication process.
• Schedule cleaners for post-move-out cleaning to ensure the property is ready for the next tenant promptly and efficiently.
• Submit ledger adjustments for any late key returns, holdovers, or other issues impacting the move-out process, ensuring all financial aspects are accurately recorded and addressed promptly.

Financial Management

• Prepare invoices for approval, including those requiring owner approval or special consideration.
• Review GL accounts, descriptions, and building/unit assignments to ensure they are coded accurately before payments are approved in SR.
• Oversee and manage utility invoice approvals, ensuring charges are accurate and properly accounted for during initial report generation. Actively follow up on any discrepancies or corrections needed, coordinating with the Property Management team to ensure timely resolution and accurate financial reporting.
• Submit ledger adjustments for various transactions, including project coordination fees, check requests, and credits to owners as needed.
• Conduct a detailed review of owner statements, ensuring accuracy and transparency in financial reporting.
• Approve specific invoices that meet predefined criteria, such as those under the spending limit, related to utilities or turnover, or invoices that have already received owner approval, ensuring financial operations remain within budget and aligned with owner expectations.

Leadership

• Build positive relationships with tenants and prospects, seek opportunities to improve leasing processes, and ensure full integration with the internal team using all technology tools provided.

Business Metrics

• Strive to meet and exceed individual and team KPIs, contributing to the overall metrics of the Property Management Department. This includes updating trackers where appropriate, such as leasing KPIs and late rent metrics.

About the Client Redefining Property Management, Delivering Excellence

Our client is a premier real estate management company revolutionizing how properties are leased, maintained, and serviced. With a focus on exceptional customer service, cutting-edge processes, and a commitment to maximizing property value, they stand as a trusted partner for owners and tenants alike. Joining their team means contributing to a legacy of excellence in the real estate world.

Welcome to Emapta Philippines

Join a team that values camaraderie, excellence, and growth. Recognized as one of the Top 20 Dream Companies of Filipinos in 2024, Emapta stands proudly alongside industry giants, offering stability and exciting career opportunities. Your career flourishes here with competitive compensation, international clients, and a work culture focused on collaboration and innovation. Work with global clients across industries, supported by a stable foundation and like-minded professionals passionate about making an impact. We empower your success with opportunities for personal and professional development in an inclusive environment. Apply now and be part of the #EmaptaEra